Administrative Coordinator II

Administrative Coordinator II

Do you excel at creating a welcoming environment, have an eye for detail, manage multiple tasks while staying calm under pressure? Come join our team of administrative professionals! As an Administrative Coordinator II, you will support the front desk operations of our facilities while providing top-notch customer service to internal and external parties. Internally, you will coordinate proactive, administrative support for multiple leaders at the Manager and Director levels. Externally, you'll welcome, direct, and announce all visitors in a professional demeanor, screen and badge each visitor in accordance with security procedures, and answer and direct all incoming calls in a courteous manner. In addition to providing stellar customer service, you'll receive, sort, and distribute daily mail deliveries, facilitate shipping and receiving of office items, and process envelope postage, to include UPS and FedEx shipping labels. You'll be responsible for maintaining office and breakroom supplies, scheduling office equipment maintenance, and coordinating conference room set-up, catering and IT equipment requests. You'll prepare and submit expense reports and purchase requisitions, and maintain contact information and filing system processes as well as track budgets and PO balances. You will also be responsible for timely execution of all clerical duties including copying, scanning, faxing, filing and data entry. You'll liaise with Human Resources and Security in new employee orientation tasks for your facility, and you will also be required to contribute to the completion of various projects and goals for Administration, Human Resources and Security.

Responsibilities :

• Coordinate proactive, administrative support for multiple leaders at the Manager and Director levels.
• Welcome, direct, and announce all visitors in a professional demeanor, screen and badge each visitor in accordance with security procedures, and answer and direct all incoming calls in a courteous manner.
• Receive, sort, and distribute daily mail deliveries; facilitate shipping and receiving of office items, and process envelope postage, including UPS and FedEx shipping labels.
• Maintain office and breakroom supplies, schedule office equipment maintenance, and coordinate conference room set-up, catering, and IT equipment requests.
• Prepare and submit expense reports and purchase requisitions and maintain contact information and filing system processes.
• Ensure timely execution of all clerical duties including copying, scanning, faxing, filing, and data entry.
• Liaise with Human Resources and Security in new employee orientation tasks for your facility.
• Track the budget for office supplies and other administrative expenses, including tracking balances on open purchase orders (POs).
• Manage the issuance and tracking of badges for employees and visitors.
• Create and manage name placards for office spaces and meetings.
• Handle facilities requests and ensure that any maintenance issues are promptly addressed.
• Schedule and coordinate meetings and tours, ensuring all logistical aspects are covered.
• Oversee the ambiance of the facility, ensuring a welcoming and professional environment.
• Contribute to the creation and distribution of the company newsletter.
• Participate in the completion of various projects and goals for Administration, Human Resources, and Security.

Qualifications You Must Have :

Qualifications We Prefer :